How to integrate Google Docs with Yoom to transcribe audio into Google Docs and automatically create transcription data

Step 1: Integrate Google Docs with My Apps

After logging into Yoom, click "New Connection" from the "My Apps" menu on the left side.

When the search window appears, enter the app name and search.

Integrate Google Docs with My Apps

After logging into your Google account, click "Sign in with Google".

Next, select the Google account to integrate with Yoom.

When the Yoom login screen appears, confirm the account name and proceed to the next step. When the "Requesting Access" screen appears, click "Continue" to complete the app integration.

Make sure it is added to the My Apps list in Yoom.

This completes the integration with My Apps. Next, move on to the detailed settings of the flow, and click "Try it" from the banner below to copy the template.

Step 2: Set Up Form Trigger

The initial setup is the "Meeting File Upload Form".
Let's configure the submission form content.

If there is any necessary information along with the audio data, make sure it can be entered here.
This time, we have set it up so that the meeting file and the meeting title can be entered.

After setting the required fields and proceeding to the next step, you can check the form display.

Since the form content can be entered, please input the displayed content and click "Save".
This completes the trigger setup.

Step 3: Set Up Transcription of Audio Data

Next, we will transcribe the meeting data submitted through the form.

Note that this AI operation (transcription) is a feature available only in some paid plans. If your plan is not eligible, the operation of the flow bot you have set will result in an error, so please be careful.

The paid plan offers a 2-week free trial, during which you can use the restricted AI operations.

‍First, set up the action.

Set up the action according to the expected length of the meeting data and proceed to the next step.

Set it up to read the meeting file and click "Test".
If the test is successful, the audio will be transcribed and reflected in the output.

Once confirmed, click "Save" to complete the transcription setup.

Step 4: Create Document

Next is the setup for "Create a New Document".
The first page reflects the account information linked with My App.

After confirming the account information, proceed to the next step and specify the document title.

The output is reflected.
In the above setup, it is "Meeting Title + Today's Date", but you can use the information obtained from the form content, so arrange it to be understandable.

Once set, click "Test".

If successful, the document will be created and the ID will be obtained.

The document was created with the specified title.
If there are no issues, click "Save" to complete the document creation setup.

Step 5: Record Transcription Data

The final setup is to reflect the transcribed data in the created document.
The first page is the same as before, confirm the account information and modify the title before proceeding.

Next, enter the information to be reflected in the document.

The output is reflected, so if there is any necessary information, please add it.

Once input is complete, click "Test" and check the document.

The transcribed data has been reflected in the specified document.
Click "Save" to complete all the settings. Well done!

Finally, let's turn on the trigger.

Now, the audio data will be automatically transcribed and recorded in Google Docs.

The flow you set up is as follows.

To Further Automate

Once you become familiar with operating Yoom, try arranging the flow to make it even more user-friendly.
<span class="mark-yellow">You can receive notifications when transcription data is recorded in Google Docs, or summarize the contents of long meetings.</span>

Refer to the following to achieve "If only it were like this a little more".

Receive Notifications When Data Storage is Complete

Once the meeting data is obtained in text form, you can receive notifications via Slack, Chatwork, etc.
Receiving notifications can reduce information sharing omissions and make it easier to move on to the next task.

In addition to chat tools, you can also send Google Docs via email.

Summarize Transcription Data

Some meetings can last for hours, right?
It's tough to check everything that's been transcribed!

In such cases, make use of the summarization feature.

By utilizing the summarization feature, it becomes easier to check important points.
After that, if you review the audio data again, the information will be easier to absorb.

Sharing information concisely can lead to improved work efficiency.

Other Examples of Automation Using Google Docs

When you receive an attached document via email, use AI to read and digitize it, and transcribe it into Google Docs
Manually digitizing paper documents or scanned data can be cumbersome. In this flow, AI reads the attachments received via email and automatically transcribes them into Google Docs, streamlining the organization and sharing of information.

<span class="mark-yellow">As document digitization progresses, it becomes easier to search later, and faster work can be expected.</span>

When there is a response to the form, create a document using a Google Docs template and send it via Gmail.
Copying the format and manually entering information each time a document is created is inefficient and increases the likelihood of errors. However, by utilizing this flow, you can automatically create a document from a Google Docs template based on the form responses and send it via Gmail.

<span class="mark-yellow">The effort required for document creation is reduced, and a prompt response can be expected.</span>

Generate a PDF from a Google Docs employment contract template using form content and send it via email
Automating the creation and sending of employment contracts can improve the efficiency of recruitment tasks. You can execute the entire process of creating a contract from a Google Docs template based on form responses, generating it as a PDF, and sending it via email.

<span class="mark-yellow">Reducing document errors and increasing efficiency will likely alleviate stress for those responsible.</span>

 Benefits and Specific Use Cases of Integrating Google Docs with AI Transcription

Benefit 1: Reducing the Burden of Creating Meeting Records

Manually recording meeting content makes it difficult to accurately capture statements and increases the burden on the recorder. By transcribing audio and storing it in Google Docs, you can automatically document the meeting content and reduce the effort of record-keeping.
Reducing the time facilitators and participants spend taking notes allows them to focus more on the discussion, which is another advantage.

For example, if you automatically transcribe the content of a regular project meeting and store it in Google Docs, it becomes easier to review the meeting content later, preventing omissions of decisions and action items.

Benefit 2: Easier Sharing of Meeting Content with Stakeholders

Since Google Docs is managed in the cloud, meeting records can be easily shared with stakeholders. There's no need to manually compile transcribed data, and you can add edits or comments in real-time, making information sharing smoother.
In particular, for members who couldn't attend the meeting, being able to quickly check accurate minutes is a significant advantage.

For instance, if you conduct an online meeting with an overseas branch, sharing the transcribed content via Google Docs allows members who couldn't participate in real-time due to time differences to later grasp the accurate flow of the discussion.

Benefit 3: Easier Search for Necessary Information

Meeting transcription data saved in Google Docs can be searched by keywords. When looking for minutes of past meetings, audio data requires playing back each part, but with text documents, you can quickly find the necessary sections.
This allows you to easily verify the basis for decisions and past statements, leading to improved work efficiency.

For example, if you save the content of a meeting about contract negotiations in Google Docs, you can later search for keywords like "contract terms" or "payment deadline" to quickly refer to the details of the discussion.

Conclusion

Integrating Google Docs with AI can solve challenges like "taking too long to create minutes, wanting to accurately record meeting content, and wanting smoother information sharing."

With Yoom, you can easily implement this system without programming knowledge. Additionally, by combining notification and summarization features, you can further streamline post-meeting tasks.
If you want to automate meeting record-keeping and make your work smoother, please register for free with Yoom and experience its convenience.

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[Advanced] Using Yoom for Voice Transcription and More!

Here are four convenient combinations with voice transcription.

・Requesting action from a person in charge

・Sharing iPhone voice memos via chat tools

・Issuing documents

・Sending emails

Let's take a look at each one.

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Requesting Action from a Person in Charge

You can transcribe audio to text and request action from the person in charge. For example, you can transcribe instructions or requests discussed during a meeting and send a request for action to the person in charge. This prevents any omissions in the instructions and facilitates smooth communication. Additionally, reviewing the transcribed content allows for accurate task understanding and efficient work progress.

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Sharing iPhone Voice Memos via Chat Tools

It's also convenient to transcribe audio recorded using the iPhone's voice memo feature and share it via chat tools. For instance, you can record meeting content with a voice memo, transcribe and summarize it, and then share it with team members via chat tools like Slack or Chatwork. This enables quick information sharing, making it useful for remote work.

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Issuing Documents

Transcribing audio to text also facilitates smooth document issuance. For example, you can record a business negotiation with a client and create contracts or quotes based on the transcribed content. By transcribing audio, you can quickly issue documents that reflect the discussed content, thereby improving work efficiency.

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Sending Emails

You can also send emails using transcribed audio. For example, you can transcribe and summarize a meeting recording and paste it directly into the email body for sending. This allows for accurate information sharing with team members who could not attend the meeting.

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Conclusion

This time, we introduced automatic voice transcription using Yoom!

It's amazing that what used to be done manually can now be done in minutes using AI.

It can be utilized in various scenarios such as creating meeting minutes, transcribing interviews, and recording call content. By combining Yoom's features, let's make daily tasks smarter and more comfortable!

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